Chapter 8

Clearing Accounts

The following guidance is for paying agents to clear their funds. (Note: Field ordering officers are not authorized to clear funds.) During the clearing process, the disbursing officer (deputy disbursing officer or disbursing agent) performs the following functions:

Receives the return from the paying agent.

Verifies the accuracy of paid documents and signatures.

Totals all pay documents.

Determines the cash amount to be turned in.

Prepares and verifies the correct balance for return on Department of Defense (DD) Form 1081, Statement of Agent Officer's Account.

Ensures the paying agent signs DD Form 1081 with the disbursing officer, returning the paying agent's account to zero.

Obtain a memorandum from the battalion commander stating that all purchases are verified on Standard Form (SF) 44, Purchase Order-Invoice-Voucher.

Bring the battalion commander memorandum and original SF 44s with receipts to the property book officer (PBO) to receive a memorandum of clearance and a PBO stamp on all SF 44s for operations and maintenance, Army and other procurement, Army funds (does not apply to quick response funding).

Make copies of SF 44s and receipts.

Verify remaining funds.

Clearing contracting:

Bring the memorandum signed by the battalion commander (O-5 or higher), a copy of the installation PBO memorandum, all copies of SF 44s with PBO stamps, and receipts to receive a contracting clearance memorandum from Contracting Command.

The paying agent will receive a clearance memorandum.

Clearing financial management units:

Bring the following:

Original SF 44s with a PBO stamp plus two copies

Ledger of SF 44s plus two copies

Original receipts plus two copies

Original clearance memorandum from Contracting Command plus two copies

Original SF 44 (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44.)

Original SF 44 or DD Form 1351-6 for multiple payments (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44 or DD Form 1351-6. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44 or DD Form 1351-6.)

Memorandum stating whom the items were given to as a reward payment; memorandum signed by the paying agent and rewards point of contact (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44.)

If Option 1 is used, the grantee's signature is required on the SF 44.

If Option 2 is used, the vendor's signature is required on the SF 44. Requires original receipt from vendor; requires memorandum stating whom the items were given to as a micro grant; requires memorandum signed by the paying agent and project purchasing officer.